Deepthi Rajagopalan Nair

Greet and welcome Guests who are coming for meeting with MD. Attend telephone calls Which are coming for MD and take appropriate actions as per instructions from MD. Transfer Only those calls to MD which are instructed by him balance all calls has to be answered and taken necessary steps as per instruction of MD. Write replies to emails as per instructions of MD. Arrange and schedule meetings of MD with suppliers as well as customers as per priority and take Minutes of meetings and email the additional points discussed with actions on the same as soon as the meetings are over. Manage calendar of MD and do travel arrangements and hotel bookings as per schedule in advance. Execute day to day administration works of the company. Prepare and forward monthly attendance, overtime and incentive reports to management. Handle the visa renewals new appointments and their stay and travel arrangements. Co-ordinate with Merchandiser and Factory Manager to evaluate raw material requirement and
agree lead time.
Arrange quote from listed suppliers and select the supplier as per various norms (prize, quality,
on time delivery etc…) Issue Purchase order with specifications, Quantity and Price.
Arrange inspection at COO, and ensure the product matches as per requirement.
After the receipt of samples, conduct quality inspections, if approved co-ordinate with
supplier to ship the products.
Logistics follow up for receiving merchandize on timely manner. Do the needful and arrange
for documentation for Custom clearance for import shipments through sea and air shipments.
Check storage facility in stock room and arrange stock receipt, check quantity and quality of
material. Issue required quantity for production and Get receipt of the finished products in
store and arrange for shipment of goods as per order.
After receiving the shipment, If there is any claim, do the proper follow up with supplier.
Prepare Export documents for shipments of jackets to Europe from Dubai Airport and jebel ali
sea port and co-ordinate with shipping line for timely delivery of goods and original BL or
AWB.
Make order in Procon (a real time KPI monitoring system) and get update production figures.
If there is any deviation on production plan co-ordinate with factory manager and update
deviations/contingency plan.
Prepare left over Row Material inventory after each production chain and prepare stock
clearance plan.
Arrange and schedule buyers/suppliers for Factory visit, prepare and do the follow up on MOM.
Prepare BSCI audit documents, conduct internal audit and forward NCR to department heads.
Prepare import/Export shipment documents for custom clearance in SAIF Zone.
Ensure the payments as per agreed terms, before exporting the shipments.
Logistics follow up on finished products to final destination and handle the claims.
Arrange payments to suppliers as per agreed Norms.
Prepare and forward monthly attendance, overtime and incentive reports to HR.
Keep Record of employees, Visa details, Passport details, Visa renewal, Passport renewal,
Annual Leave, Air tickets etc.

Preparing D/O’s for import and B/Ls & manifest for Export documentation using oracle based system. Coordinate with customer to get Invoice and Packing list. Arrange transport to collect the containers. Closely do the follow up on discharging, delivering and return the empty containers.
Preparing and sending Discharge List & Load List to the vessel operator.
Preparing Power point presentations and various KPI reports.
Answering customer queries.
Lines Handled:
 Emirates Shipping Line,
 China Shipping Container Line,
 Synergy Shipping Line,
 Marshal Shipping Line,
 Yangming Marine Line.
 TS Line.

Preparing B/Ls for import and Export using MS Access for Hull & Hatch Line.
Preparing Invoices and basic Accounting works.
Preparing and sending Discharge list to the vessel operator
Preparing Power point presentations and prepare various reports.
Answering customer queries, Collecting D/o Charges & issuing D/os, Container tracking.

Handling purchase of different items for the company, sourcing new items & clients from the net, sending enquiries, receiving quotations, negotiating with them, making foreign purchase orders, arranging payment.
Making Insurance for the goods which are in transit.
Making local purchase orders using DMS (Ericom Software).
Making L/C, TT & DD applications to the banks, making shipping documents like invoices & packing lists.
Screening of all correspondences and telephone calls, forward to the concerned and respond whatever possible independently.
Preparing Power Point presentations.
Compose and Prepare confidential correspondences, reports and other complex documents.

Help and take classes for students to develop customer-friendly user interfaces based on Industry Standards. Supports users by responding to support and maintenance requests. Provides ongoing maintenance by modifying applications, debugging code and resolving problems